How to Maintain an Accident Register in Compliance with FMCSA Requirements

Overview

Motor carriers regulated by the Federal Motor Carrier Safety Administration (FMCSA) are required to maintain an accident register under 49 CFR §390.15. This record helps carriers document crash history for safety analysis and potential audits. This article explains the federal requirements for keeping an accident register, including what information must be recorded, how it should be stored, and how long records must be retained.

Requirements for Maintaining an Accident Register

FMCSA mandates that every motor carrier maintain a register of accidents that meet the agency’s reporting criteria. These requirements apply to both for-hire and private carriers operating commercial motor vehicles (CMVs) in interstate commerce.

To comply with 49 CFR §390.15, carriers must:

• Keep an accident register that is current and complete.

• Retain the register and supporting documents for three years from the date of each accident.

• Make the register available upon request during an FMCSA audit or investigation.

What Must Be Included in the Accident Register

The accident register must contain specific information for each accident involving a commercial motor vehicle (CMV) that meets FMCSA's accident criteria. An FMCSA-reportable accident is one that results in:

• A fatality,

• Bodily injury to a person who, as a result of the injury, immediately receives medical treatment away from the scene, or

• One or more vehicles being towed from the scene due to disabling damage.

For each such accident, the following details must be recorded:

• Date of the accident

• City or town, and state where the accident occurred

• Driver’s name

• Number of injuries

• Number of fatalities

• Whether hazardous materials (other than fuel spilled from the fuel tanks of vehicles involved in the accident) were released

Optional: While not required by regulation, it is a best practice to include additional fields such as:

• Vehicle number or unit ID

• Police report number or case ID

• Roadway conditions

• Weather conditions

• A brief description of the accident

This helps provide better context during audits or legal reviews.

How the Accident Register Should Be Kept

There is no official format mandated by FMCSA, but the register must be:

• Organized and accessible: A spreadsheet or electronic log is acceptable, as long as it can be produced on demand.

• Consistently updated: Entries should be added as soon as qualifying accidents occur.

• Secure: Electronic files should be protected against unauthorized access or loss. Paper records should be stored in a secure location.

• Retained for three years from the date of each accident.

Sample Formats

Carriers often use tools like Excel, Google Sheets, or compliance management software. At a minimum, the document should have labeled columns for the required data points listed above.

Regulatory References

• 49 CFR §390.15 – Assistance in investigations and special studies

  • Link to eCFR page

• FMCSA Guidance on Accident Reporting – FMCSA Accident Register FAQ

FAQs

What if an accident doesn’t meet FMCSA’s definition of reportable?

You are not required to include it in the official accident register, but you may choose to document it internally for risk management or insurance purposes.

Can we use our insurance report as our accident register?

No. Insurance reports may not include all the data elements required under §390.15. A separate, dedicated register is required.

Do we need to include accidents that occur off-road or on private property?

Generally, no. Only accidents occurring on public roads that meet FMCSA’s reportable definition must be included.

Final Tips

• Ensure your team knows who is responsible for updating the accident register.

• Cross-check accident register entries with incident reports or insurance documentation for accuracy.

• Review the register periodically to confirm completeness and compliance.

Last updated: May 1, 2025
This article reflects federal requirements as of the above date. Always check for the most current regulations or consult with a compliance advisor for unusual scenarios.